Dumfries & Galloway Gaming Club

Committee Policies

Documentation

All new documentation for the club must be in markdown (.md) format or OpenDocument Text (.odt) to ensure that it is easy to share, change and review.

The committee should migrate all existing documentation to markdown or ODT format as soon as possible.

As much documentation as possible should be maintained in the club's git repository for easy version control, modifications, and so on.

The latest version of the club's public documents should be easily accessible both at the club and online.

Any documents shared electronically should be shared in .PDF or .HTML format, where applicable.

Communications

Club members must be kept informed of developments and news. There are several channels available for communicating with club members:

Email

Facebook

Blog

Twitter

Reddit

Announcements in person

Notice board posts

Anything which, according to the Club's constitution, requires a period of notice, must use email, in addition to any other channels.

Complaints / Grievances

Any grievance or complaint, however small, should not be handled in public, except for discussions in meetings where the item is scheduled for discussion.

If a member raises a complaint on the club's Facebook page or similar forum, a Committee member should reply as soon as possible to the complaint informing the member that they will discuss the matter with them personally.

The Committee member should then contact the person who raised the complaint, asking for further details and attempting to solve their problem, where possible. If the Committee member cannot help the member themselves, they should refer the issue to the rest of the Committee, or ask the member to come in to meet face to face to discuss the issue.

Opening

Put up a table with the sign-in sheet and money pots.

Put up the club's banner.

Put the tuck shop timer on for 1 hour.

Closing

Count, account for, and deposit the night's takings in the club's bank.

Make sure the boiler is switched off.

Make sure the tuck shop is fully stocked.

Sweep up the hall once everyone has left.

Ensure that the fire doors are closed and locked.

Turn off all of the lights in the hall.

If no one else is in the building, turn off the rest of the lights, and lock the door.

Tuck shop

The tuck shop should be ran once an hour, on the hour, from 5PM to 9PM inclusive.

The tuck shop should be kept fairly well stocked.

Tuck shop funds should be deposited into the bank regularly.

Secret ballots

Only registered club members can vote by secret ballot.

Votes must be submitted into the ballot box while observed by a committee member.

Each registered member shall be given a number to be written on their ballot paper.

When a vote is cast, the committee member overseeing the ballot must record the member as having cast a vote, alongside their registered number.

Votes for a secret ballot must be cast in person. They cannot be done by proxy.

The ballot should run for at least four regular club events.

Once the ballot is closed, it shall be counted secretly and separately by the club's Chairman.

During the count, the chairman must ensure that all the numbers on the ballot papers are contiguous. Any ballot without a number shall be discarded. Similarly, any ballot with a duplicate number will also be discarded. The number of ballot papers should also be checked to match the number of voters in the ballot.

The count of the votes should be checked and confirmed by a third-party to the club to assure the votes are counted fairly.